Communications and Operations Specialist

Are you interested in making a world of difference in cancer care? Cancer strikes more than 10 million people worldwide each year. As the leading medical society representing doctors who care for people with cancer, the American Society of Clinical Oncology (ASCO) is committed to conquering cancer through research, education, and promotion of the highest quality, equitable patient care. Who we are: ASCO is a flexible, high-performance membership organization where employees collaborate to support our mission through evidence, care, and impact. Together with Conquer Cancer, the ASCO Foundation, we foster a culture that prioritizes customer-centricity, emphasizes teamwork, commits to quality, and values inclusion. Our culture, ASCO Works - Our Way of Working, has long enabled workplace flexibility and embraced technology to help us achieve balance. ASCO offers competitive salaries, an excellent benefits package, and opportunities to participate in professional development programs. To learn what it's like to work at ASCO, click here. Who we are looking for: ASCO is currently seeking a dedicated Communications and Operations Specialist to provide comprehensive administrative support to the Vice President and general support to the Marketing & Communications Department. If you are looking for an exciting opportunity to utilize your administrative skills while making an impact, then we want to hear from you! This position is hybrid, with a primary location in Alexandria, VA. We anticipate the hire to be onsite approximately 1-3 days per week. Responsibilities Provide administrative support to the Chief Marketing & Communications Officer, Division Directors, and department teams including calendar and scheduling meeting management for department-wide events, travel arrangements, expense management, onsite meeting logistics, arrangements and shipments Establish department wide administrative best-practices implementation and adherence to organization-wide policies and procedures. Identify areas for department operations improvements and lead trainings on process improvements and change management, as necessary. Develop content for and manage daily operations of all employee communications channels, including Morning Rounds, Manager Minutes, ASCO All emails, select Microsoft Teams, and the Corporate Communications Outlook calendar to inform staff about important information related to their work at ASCO. Manage Corporate Communications budget by tracking and monitoring expenses and developing annual budget. Serve as department onboarding coordinator and lead new hire workflow in collaboration with Human Resources, IT, and other departments, as necessary. Serve as department lead for contract management. Work with business leads to draft contracts for department projects, collaborate with the Legal team and manage contract lifecycle within contracts database. Oversee the annual development and year-round maintenance of the overall Marketing and Communications budget, including preparing the MarCom-specific budget, draft budget memo and slide deck, and interfacing with the Finance department and serving as a resource to MarCom staff on budget and coding matters. Responsible for quarterly budget update for CMCO and team leads. Collaborate with department leadership and staff to ensure that organization-wide project management and deadline adherence. Plan and execute department events, department all-staff meetings, and other meetings as requested. Work closely with CMCO on special planning and department projects. Serve as co-lead for the MarCom Social Committee with the specified Division Director for the current year. Assist divisions with project management for select high priority programs and programmatic support throughout the year. Provide additional support for ASCO meetings when needed including management of MarCom staff and vendor travel submissions to the Meetings department for ASCO-sponsored meetings. Required Education and Experience Bachelors degree or equivalent years of experience 5+ years of equivalent level of experience, training, and education with relevant experience in executive, office or team administration, budget, contracts, scheduling, meeting coordination, and program support. Technical skills include MS Word office, PPT, database, excel, Smartsheet experience as well as proficiency to learn new technologies and systems. Preferred Education and Experience Professional administrative work or related association memberships Corporate communications or past agency experience Competencies Strong communication skills with the ability to clearly communicate and convey information with differing work and communication styles, including effective written communication skills Excellent writing, editing, and proofreading skills, as well as the journalistic ability to source stories from employees or other audiences Strong project management skills with the ability to multitask and complete high volume of work with competing priorities while meeting tight deadlines Commitment to work within a team to meet timelines and deliverables Excellent organization skills and high attention to detail Ability to work in a fast-paced environment with a high level of adaptability and flexibility with change Self-motivated with an eye toward quality and meeting deadlines ADA/Physical Requirements Extended periods seated or standing at a desk High use of computer and other office technology equipment Travel 1-5 days/yr Generous Benefits Package: Hybrid Work Environment Open Leave Policy Paid Family Leave 13 Paid Holidays per Calendar Year Staff Appreciation Days 401(k): 7.5% Employer Contribution Medical/Dental/Vision Employee Assistance Program Fertility and Family Forming Healthcare Concierge Flexible Spending Account(s) Healthcare Savings Account Disability and Life Insurance The American Society of Clinical Oncology (ASCO) is an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. At ASCO, our goal is to foster and encourage a diversity of thought, experience, and background in our workplace. Our organization's culture is multi-dimensional, and we encourage our employees to leverage their unique perspectives and ideas.

Created: 2024-11-05